Zarafa Collaboration Platform

De Gebruikershandleiding

Het Zarafa Team

Bericht

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2.2.4. Items herstellen

When deleting an item in the Deleted Items folder or the Junk Email folder, the item is still temporarily recoverable. Select the Deleted Items folder or Junk Email folder, and use the button Restore Item in the bar at the top. As shown in Figuur 2.4, “Het venster "Herstel een item"” it is possible to restore all or a selection of the deleted messages or folders. The restored items will be moved to the old location. Deleting items from Figuur 2.4, “Het venster "Herstel een item"” removes them permanently — in that case only backups can recover an item. When restoring a folder, only that folder will be restored. If the restored folder contained subfolders, these can be restored by selecting the just restored folder and clicking on the Restore Item button again.

Since ZCP version 6.20.0 it is possible to send emails as other users without the “on behalf of” part. Due to security reasons the new “send as” permission is only configurable server-side by the administrator. This setting can always be overruled by the user itself and the old “on behalf of” permission can still be set by the user.

Keep in mind that delegation always overrules impersonation. A user can always choose not to let another user impersonate as himself.

2.4.2. Inline images

From ZCP version 6.30.0 the WebAccess has the ability to add inline images in mail messages. To add an inline image, click on Attachments and select an image. If the ‘HTML’ format is being used (see Compose mail in this format in Settings, Compose mail tab), the inline image functionality is enabled. A light blue cross icon will appear beside the attachment as seen in Figuur 2.12, “Light blue cross icon to insert the image as a inline image”. Click on the blue cross icon to insert the image in the mail body as shown in Figuur 2.13, “Example of an Inline Image”. The inline image will inserted at the last cursor position.

Figuur 2.14. De afbeelding eigenschappen bewerken

It is possible to delete the inline image directly from the main body, as if it were text.

In some browsers it is possible to paste an image from your clipboard directly into the editor. This will embed the image into the source of the body and it means that it will not become an attachment. The image will be shown properly in Firefox and Internet Explorer 9, with limited support in Internet Explorer 8. In Outlook the image will not be visible properly.

2.4.3. Kopieer, verplaats en verwijder een email

The following screenshot (Figuur 2.15, “Context menu from a mail message”) shows the context menu that shows up when clicking with the right mouse button on an email. Through this menu most copy, move and delete operations are performed. It also is possible to download a message as a file.

2.4.3.3. Kopieer email

To copy an item, the drag-and-drop feature can not be used as it does not duplicate items. Instead use the copy/move button as shown in Figuur 2.17, “Kopieer/Verplaats knop”. See the section above about moving multiple items for an explanation concerning how to select multiple items.

Figuur 2.18. Save Email as a File button

2.4.3.5. Change email view

Figuur 2.19. Context menu form a mail view column

In the Zarafa WebAccess, the email view has a default layout: a list of messages with a From and a Received colomn. However, like in Outlook, it is possible to change the view by adding or removing columns. To do so, use the right mouse button to click on the header of the list (for example on the From header field) and select the Field Chooser option from the context menu. A dialog that looks like Figuur 2.20, “Field Chooser” will pop up.

Figuur 2.21. Zoek opties

The seach bar allow a user to enter a search query and choose where to search. For example if a user remembers just a part of a message’s subject he can select Subject from the pull down menu. After the query is keyed in the user should click the Search button (binoculars icon) on the seach bar, or press the enter on the keyboard. As shown in Figuur 2.22, “Zoek resultaat”, the email list is updated with the results of the search query.

Figuur 2.26. Nieuwe afspraak

Voeg een onderwerp toe voor de afspraak, en optioneel een locatie.

Selecteer een begin en einduur voor de afspraak.

Optional: Enable the reminder option, this will trigger a reminder pop-up (see: Figuur 2.27, “Reminder dialog”) before the appointment starts. The time interval between the reminder and the appointment is adjustable in the field next to the reminder option. When it is time for the reminder to pop-up, the Zarafa WebAccess shows a list of these reminders with buttons to Open the item, Dismiss the item, Dismiss All items or to Snooze the reminders by a given time.

Opmerking

Figuur 2.27. Reminder dialog

Using the button Invite Attendees one can send a meeting request as shown in Figuur 2.28, “Afspraak verzoeken”. To add attendees, simply add their email addresses. The email addresses need to be separated by a semicolon. By clicking the To: button contacts can be selected from the Address Book. The attendee will receive a meeting request which the attendee can Accept, accept as Tentative or Decline, alternatively the attendee can also Propose New Time for that request.

Figuur 2.35. User groups

2.7.4. Load group dialog

The Load Group dialog can be opened by clicking on the button Load Group in the bar at at the top.

The dialog consists of two lists. The list to the left shows the different groups that have been created. The list to the right displays all the users that are members of a particular group when that group has been selected from the left list.

2.7.5. No Access message

When using the Multi User Calendar with several calendars of collegues open, one might not have permission to create appointments for a colleague, or not have permission to view the content a colleague’s calendar at all. In case one does not have permission to create an appointment for a colleage, an icon is placed after the colleague’s name as an indicator. In case one has no access to the calendar at all, the entire time line for that user is marked red and a warning message appears as shown in Figuur 2.36, “No Access message”.

2.7.9. Verander het zoomniveau

It is possible to quickly zoom in on the time line by changing the zoom level using the drop down menu (see: Figuur 2.39, “Zoomlevel”) in the top left corner of the Multi User Calendar. This setting is not saved and will be reset to the default setting (as set in the settings dialog) next time the Multi User Calendar is opened.

2.7.11. Bladeren naar een bepaalde periode

The Previous Period and Next Period buttons on the tool bar at the top of the page (see: Figuur 2.40, “Knoppen voor de tijd te veranderen”) are used to view the next of the previous time line period. The Previous Day and Next Day buttons merely move the time line by a single day.

Alternatively, new tasks can be created directly from the Tasks overview (see: Figuur 2.42, “Taken overzicht”). Right below the tool bar the fields for creating a new task as shown. Simply enter the field for a new task directly into these empty field and save it with the ENTER key.

Select or clear the Keep an updated copy of this task on my task list check box and the Send me a status report when this task is complete check box.

Typ instructies of informatie over de taken in de body.

Klik Verstuur

Opmerking

If a recurring task is assigned, a copy of task is created in task list but it won’t be updated. If Send me a status report when this task is complete check box is selected, a status report will be received for each completed occurrence of the task.

2.11. Public Folder Favourites

The Favourite folder, located under the Public Folders, is a place where shortcuts to often used public folders can be stored. To add a public folder to the favourites, right click on that public folder and select Add to favourite folder. A dialog as shown in Figuur 2.54, “Toevoegen aan favorieten venster” will appear. It asks: “Fill in a name for the favourite folder (by default the same name will be given to the folder)”. By default only the selected folder will be inserted in the favourite folder without subfolders (unless specified otherwise).

Figuur 2.54. Toevoegen aan favorieten venster

2.12. Regels

Rules automatically perform actions on incoming messages based on certain criteria, they can move, copy, delete or forward the message. When a message is deliverd the rules are applied directly on the Zarafa Server, so a user does not have to be logged in to execute the rules.

Figuur 2.55. Regels knop

A dialog as shown in Figuur 2.56, “Rules overview dialog” is presented. In this dialog a user’s rules can be created, modified or deleted. It is also possible to change the order in which the rules are applied. To change the order of a rule select it and click the Up or Down button.

Figuur 2.57. Toevoegen/bewerken van het regelsvenster

In the Rule name field a short description of the rule — to identify it in the rules overview dialog — can be provided. Below the Rule name field the criteria of the rule are specified. The incoming message can be matched by sender address, by subject, by the priority it has, by the recipient address, or based on if the message has “only been sent to me”. These criteria can be combined to match messages more specifically. The buttons behind the input fields to open the Address Book to select an email address.

Belangrijk

All the criteria filled in must be fulfilled in order for an email to be seen as matching the rule.

Edit Delegates…, opens a dialog for choosing which users are allowed to be the current user’s delegates. Delegates are allowed open the current user’s store, and send messages --emails or (responses on) meeting requests-- on his behalf.

2.13.2. De "Opstellen mail" tab

Figuur 2.59. Opstellen mail

Compose mail in this format, composing new mails as Plain text or HTML (rich formatting).

Close original message on reply or forward, when double clicking a mail in the list view a dialog pops up showing the message. With this option enabled that dialog will close when either its reply or its forward is clicked.

Set FROM email addresses, here the addresses that can be used to send mail FROM are specified. Use the ‘+’ button on the right to add an address; to remove an address select it and click the ‘-’ button. While composing an email the FROM address can be selected from a drop down menu on top of the TO field — this drop down menu contains the addresses picked with this setting.

Default Reminder, wheather or not reminders are added to appointments by default, and if so, how long before the appointment start the default reminder should occur. These setting can be overwritten per appointment.

2.13.6. De "Snelkoppelingen" tab

2.14. Firefox Extensies

Since the Zarafa WebAccess is web application, it cannot deliver all functionality a native application can. Especially integration with the desktop is hard for web applications. To overcome this Zarafa has released two extensions for Mozilla Firefox, since most of our clients use this fully open source browser.

De huidige Zarafa biedt 2 Firefox extensies van hun website:

2.14.1. Zarafa Attachment Drag ‘n’ Drop Extension

By installing this plug-in it is possible to use drag-and-drop for files in order to attach them to messages. It is possible to drag and drop a single file or a selection of multiple files.

Double-click gecko.handlerService.allowRegisterFromDifferentHost. This will change its value from false to true.

Paste this code in the address bar while replacing https://<ZARAFA_WEBACCESS_ADDRESS> with the URL used to access the installation of the Zarafa WebAccess (usually the url used to get to the login screen of the WebAccess), then press Enter:

Next time mailto: link is clicked, a screen will appear allowing the preferred mail client to be picked. Select the Zarafa WebAccess, and possibly check the box next to Remember my choice for mailto: links, then click OK.

2.16. Quirks

2.16.1. Firefox specific

Since Firefox 4.0, some alert messages may popup from the main window instead of in the message dialog. Although the alert message can handled in the other window, it may be confusing why the browser isn’t responding. To revert the alert message behaviour to separate windows, the Firefox configuration needs to be altered. To do this, open a new tab or window in Firefox and type about:config in the url bar. Filter on prompts to find the correct option. Change the value of prompts.tab_model_enabled from true to false. Alert popups will now be separate windows again.

Figuur 3.1. The Zarafa login screen

After logging in, all Outlook folders and the Public folders the account has access to can be accessed. The most basic functions are available from the WebApp' topribbon found across the top of the page. See Figuur 3.2, “The “New” Menu”.

Opmerking

With regards to the folders, some functionality is only available in the context menu that appears when right clicking on the folder items.

Figuur 3.3. The context menu of a folder

It is not possible to delete, move, or rename default folders (like Inbox, Calendar and Contacts).

3.2.1. Printing in WebApp

It is possible to print emails, appointments, tasks and contacts from the WebApp. Simply use the Print button from the dialog after the item is opened.

By using the print button in the main toolbar a calendar overview in 5 days or 7 days and an overview of the task list can be printed.

3.2.2. Resizing panes in WebApp

Just like in Outlook it is possible to resize the panes in the WebApp, allowing full control of the width and height of the workspace in each pane. To do so place the mouse between two panes en drag the pane border to the prefered location.

3.2.3. Empty deleted items folder in WebApp

The Deleted Items folder can be emptied by using the right mouse button, and selecting option Empty folder from the contect menu. This option is only available from the context menu (accessed with the right mouse button) of the Deleted Items folder and the Junk Email folder.

3.2.4. Marking all messages in a folder as read in WebApp

Marking all messages in a folder as “read” is accomplished by the right mouse button menu option Mark All Messages Read. Please note that when this option is selected, no read receipts will be sent when requested by a sender, even if that option is selected in the settings.

3.2.5. Properties in WebApp

The right mouse button menu option Properties shows additional information about a folder (like the storage size and the amount of items in the folder). For more details about the storage size, use the button Folder size…. Here a list containing all subfolders in the folder including their individual storage sizes can be seen.

3.3. Access to folders and calendars for other users in WebApp

Just like in Outlook, the WebApp enables users to set permissions on their folders. To do so use the right mouse button to click on a folder and choose the Properties option and select the Permissions tab as shown in Figuur 3.4, “Folder Permissions”.

Figuur 3.4. Folder Permissions

3.3.1. Add a person in WebApp

Click on the Add button under the Permissions tab.

When the Address Book pops up, select the person to give permissions to and click Ok. This contact will then be added to the permissions list.

Opmerking

Please note that this persons' permissions must be changed. As by default the dialog grants no additional permissions.

Click Ok to save and close the permissions window.

3.3.2. Change permissions in WebApp

Click on the person whose permission needs to be changed.

Now the permissions can be manually set in the bottom part of the permissions window, or one of the preset profiles can be selected from the Profile drop-down menu.

Click Ok to save and close the permissions window.

3.3.3. Remove a person in WebApp

Click on the person who needs to be removed from the list.

Click on the Remove button.

Click Ok to save and close the permissions window.

3.3.4. Open shared folders in WebApp

To open shared folders from the Zarafa WebApp click the Open shared folder link at the bottom of the folder list. A window as shown in Figuur 3.5, “Open Shared Folder” will be presented.

Figuur 3.5. Open Shared Folder

From the dialog shown in Figuur 3.5, “Open Shared Folder” it is possible to either open a single folder (for example the calendar folder), or open a complete folder list of a specific user.

The opened folders are stored in the users' WebApp profile, so the next time the user tries to login to the WebApp the opened folders are directly available.

To close an opened folder, use the Close store option in the right mouse button menu.

3.4. Email in WebApp

3.4.1. Compose and send a new email in WebApp

Figuur 3.6. Create Mail

Attachments can be added to the email by selecting the Attachment button or the Paperclip icon.

Email can be saved by selecting the Floppy disk icon. After a email is saved, it is stored in the Drafts folder.

To set a flag that marks the email as important or high priority, click on the exclamation mark (!) icon or the cog symbol.

To add a recipient, either add their email address in the TO, CC, or BCC field manually, or select a person from the Address Book. To access the Address Book, click on the TO, CC or BCC button.

To show the BCC field clock on the recipients field top button.

The internal users are shown by default (unless otherwise selected in Settings) in the Address Book (see: Figuur 3.7, “Address Book”). By using the Show names from the: drop-down menu, it is possible to view contacts from either a personal contacts folders or a Public contact folder. Alternatively, it is possible to search a folder using the search field positioned in the top left of the window.

Figuur 3.7. Address Book

3.4.1.1. Automatic email address suggestion in WebApp

When typing an email address or contact information in the TO, CC or BCC fields the WebApp automatically suggests names (a feature often known as auto complete). The suggestions are listed below the input field (see: Figuur 3.8, “Automatic Suggestions”) and a suggestion can be selected by both mouse or keyboard. The suggestions are based on email addresses and contact information that have been used before.

Figuur 3.8. Automatic Suggestions

3.4.1.2. Attachments in WebApp

You can attach files to your message by clicking the Attachments button in the Create E-Mail screen. A window will open, which allows files to be uploaded.

3.4.1.3. Saving an email to drafts in WebApp

Saving an email is possible by clicking the Save (a floppy disk) icon. After saving the email, it is stored in the Drafts folder.

3.4.2. Copy, move and delete email in WebApp

The following screenshot (Figuur 3.9, “Context menu from a mail message”) shows the context menu that shows up when clicking with the right mouse button on an email. Through this menu most copy, move and delete operations are performed. It also is possible to download a message as a file.

3.4.2.2. Move email in WebApp

To move a single items it is most convenient to simply drag the item to its new location. Place the mouse cursor over the item to be moved, click and hold the left mouse button. Continue to hold the button down while moving the mouse cursor until it is over the folder the message needs to be placed.

Figuur 3.10. Moving Email

Notice that the folder names under the mouse cursor are highlighted while moving. This highlighting marks the folder where the message will be placed when releasing the button.

To move multiple items, first select all the items (only items that are currently visible can be moved). To select a range of items click on the first item and then press and hold the shift button on the keyboard. Before releasing the shift button, use the mouse to click on the last item in the range that needs to be moved. All items between the two items clicked on will become highlighted.

With items that are not consecutive, hold down the control (Ctrl) button on the keyboard while clicking on each item. To drag and drop these items, release the control button, place the mouse cursor on one of the selected messages, drag them into the designated folder.

3.4.2.3. Copy email in WebApp

To copy an item, the drag-and-drop feature can not be used as it does not duplicate items. Instead use the copy/move button as shown in Figuur 3.11, “Copy/Move Button”. See the section above about moving multiple items for an explanation concerning how to select multiple items.

Figuur 3.11. Copy/Move Button

3.4.2.4. Change email view in WebApp

Figuur 3.12. Context menu form a mail view column

In the Zarafa WebApp, the email view has a default layout: a list of messages with a From and a Received colomn. However, like in Outlook, it is possible to change the view by adding or removing columns. To do so, use the right mouse button to click on the headerarrow of the list (for example on the From header field) and select the Columns option from the context menu. A dialog that looks like Figuur 3.13, “Field Chooser” will pop up.

Figuur 3.13. Field Chooser

Additionally, it is possible to sort the email list by selecting a specific column. By default email is sorted by the Received date column.

3.4.3. Searching in WebApp

To search click the Search button in the tool bar. A seach bar (see: Figuur 3.14, “Searching Options”) will then be added to the WebApp view (to remove the search bar, click the Search button again).

Figuur 3.14. Searching Options

The seach bar allow a user to enter a search query and choose where to search. For example if a user remembers just a part of a message’s subject he can select Subject from the pull down menu. After the query is keyed in the user should click the Search button (looking glass icon) on the seach bar, or press the enter on the keyboard. As shown in Figuur 3.15, “Search Result”, the email list is updated with the results of the search query.

Figuur 3.15. Search Result

When finished searching press the Clear button (X icon) to return to the normal list view. To remove the search bar click the Search button in the tool bar again.

Opmerking

Archiving functionality is provided by the Zarafa Archiver, a product that will be offered separately from ZCP.

3.4.4. Downloading Attachments in WebApp

Attachments can be downloaded one by one, by right-clicking the attachment and selecting Save target as.

3.5. Calendar usage in WebApp

3.5.1. Create new appointment with invitations and free/busy status in WebApp

Figuur 3.16. New Appointment

Insert a subject for the appointment and optionally a location.

Select a start and end time for the appointment.

Optional: Enable the reminder option, this will trigger a reminder pop-up (see: Figuur 3.17, “Reminder dialog”) before the appointment starts. The time interval between the reminder and the appointment is adjustable in the field next to the reminder option. When it is time for the reminder to pop-up, the Zarafa WebApp shows a list of these reminders with buttons to Open the item, Dismiss the item, Dismiss All items or to Snooze the reminders by a given time.

Opmerking

Pop-ups need to be allowed by the browser to see reminder pop-ups. Often this needs the domain name of the Zarafa WebApp to be whitelisted for pop-ups in the browser.

Figuur 3.17. Reminder dialog

Using the button Invite Attendees one can send a meeting request as shown in Figuur 3.18, “Meeting request”. To add attendees, simply add their email addresses. By clicking the To: button contacts can be selected from the Address Book. The attendee will receive a meeting request which the attendee can Accept, accept as Tentative or Decline, alternatively the attendee can also Propose New Time for that request.

Figuur 3.18. Meeting request

By opening the tab Scheduling, the free/busy times for multiple people are shown (see: Figuur 3.19, “Scheduling/FreeBusy”). On this tab colleagues can be invited (Add a name); an overview is showing exactly when a specific person is busy, out of the office, or available. If an attendee has proposed a new date or time for a meeting, the proposals are shown on the Scheduling tab as well.

Figuur 3.19. Scheduling/FreeBusy

Figuur 3.20. Meeting request

Colleagues can be added via the Add a name field.

Attendees can be marked either as “required” or as “optional”. It is also possible to schedule a resource — like a room or a piece of equipment — needed for that meeting.

Opmerking

Resources have to be created by the administrator.

In the Tracking tab a list with all attendees for this appointment, with their responses, can be found.

Figuur 3.21. Tracking tab

3.5.2. Accept a meeting invitation in WebApp

If someone invites you for a meeting, you will receive meeting invitation. At the top of the invitation a bar containing the buttons Accept, Tentative, Decline and Propose New Time is shown for sending a response to the owner of the appointment. See Figuur 3.22, “Meeting invitation buttons”. With the Calendar button in the meeting invitation, the proposed day will be opened so the user can check whether there already appointment on the suggested time.

Figuur 3.22. Meeting invitation buttons

By clicking Propose New Time a user can propose a new date or time to the owner. The owner, upon receiving the proposal, can either accept it or decline it.

3.6. Multiple calendar views in WebApp

The Zarafa WebApp calendar has five different views:

Day view

Workweek view

Week view

Month view

Views can be switched via the view button in the tool bar.

The date picker is used to move the view to another day/week/month, which is at the top right of the screen when the calendar is opened.

3.6.1. Move/delete appointment in WebApp

3.6.1.1. Move appointment in WebApp

An appointment can be moved to another time/date by selecting the item and dragging it to the new date and time. Alternatively, (for instance if the new date is not in the current view) an appointment can be opened (either by double clicking on it or by right clicking on it and choosing the Open option), which presents a dialog where the new date and time can be set.

3.6.1.2. Delete appointment in WebApp

Appointments are deleted by the delete button in the context menu that shows when clicking on an appointment with the right mouse button. Alternatively, one can use the Delete button in the tool bar, or the Del/Delete key on the keyboard.

3.7. Multiple calendars in WebApp

WebApp offers the ability to open multiple calendars in a single overview. The calendars can be opened side-by-side or in an overlay to see the calendars transparent stacked on each other (see Figuur 3.23, “Multi User Layover Calendar”). By default the calendars are opened side-by-side.

Select the other calendars you wish to open in the calendar list on the left or open one from another user using the "Open shared calendar" button. By using the arrow keys on top of the calendars, the calendars can be placed in the stacked overlay.

Figuur 3.23. Multi User Layover Calendar

3.7.1. Create or delete an appointment in WebApp

To create an appointment simply double click on the time of the user an appointment has to be created for. This will open a new appointment window where the appointment can be created.

To delete an appointment: double click on the appointment to open it, then use the red cross in the toolbar of the appointment dialog to delete it. The item can also be delete by using the delete button from the context menu on the item.

3.7.2. Moving appointments in WebApp

Moving an appointment can be achieved by opening the appointment and changing the start time. In practise most users will prefer moving appointments by using drag-and-drop. To drag an appointment the user clicks and hold down the left mouse button on an appointment and moves (drags) the mouse over the time line to the desired location, to release the mouse button at that point. To help place the appointment a red overlay (see: Figuur 3.24, “Dragging appointments”) follows the mouse to indicate new place of the appointment when the mouse is released at that point.

Figuur 3.24. Dragging appointments

It is also possible to drag an appointment to the store of another user (provided enough permissions are granted). Simply move the mouse to another user’s row and the red overlay will follow.

3.7.3. Changing number of displayed days in WebApp

The number of days that are loaded in the time line and the number of days that are visible at the same time (zoom level) can be set from the settings dialog: on the Calendar tab in the settings section. These settings will be used whenever the Multi User Layover Calendar is opened.

3.7.4. Browse time period in WebApp

The Previous Period and Next Period buttons on the tool bar at the top of the page (see: Figuur 3.25, “Buttons for changing time period”) are used to view the next of the previous time line period. The Previous Day and Next Day buttons merely move the time line by a single day.

Figuur 3.25. Buttons for changing time period

3.8. Tasks in WebApp

In the task folder a to-do list can be created and managed. A task is created with the following steps:

Figuur 3.30. Name details dialog

Figuur 3.31. Phone details dialog

Figuur 3.32. Address details dialog

There are three types of address fields (Home, Business and Other). The drop down menu shown in Figuur 3.33, “Cascade menu to choose the address type” is used to change between these addresses. In this menu, ticks are shown besides the address types indicating which addresses have been entered already.

Figuur 3.33. Cascade menu to choose the address type

Different types of Phone Number fields are available in the Zarafa WebApp. To change the Phone Number type use menu shown in Figuur 3.34, “Cascade menu to choose the phone type”. In this menu, ticks are shown besides the address types indicating which phone number types have been entered already.

Figuur 3.34. Cascade menu to choose the phone type

3.10. Distribution Lists in WebApp

Sending a mail to a distribution list is done in the same way as sending a mail to a single contact. Simply select the distribution list from the address list when adding entries to a TO, CC or BCC field. After selecting the distribution list, all mail addresses will be placed in the chosen header field.

3.10.1. Creating new distribution lists in WebApp

Select the Contacts folder the new distribution list has to be created in. Select the option Distribution List from the New button on the tool bar. A dialog as shown in Figuur 3.35, “New Distribution list window” will open.

Figuur 3.35. New Distribution list window

With the button Select Members contacts can be selected from the Address Book to add to the distribution list. Alternatively, the Add new button can be used to create a new contact that is added to the distribution list immediately.

Figuur 3.36. Add new address dialog

With the button Remove selected contacts are removed from the distribution list. Contacts are selected by single clicks in the lower part of the dialog.

Notes can also be added to the distribution list from the Notes tab.

3.11. Public Folder Favourites in WebApp

The Favourite folder, located under the Public Folders, is a place where shortcuts to often used public folders can be stored. To add a public folder to the favourites, right click on that public folder and select Add to favourite folder. A dialog as shown in Add to favorite folder window will appear. It asks: “Fill in a name for the favourite folder (by default the same name will be given to the folder)”. By default only the selected folder will be inserted in the favourite folder without subfolders (unless specified otherwise).

Add to favorite folder window

3.12. Settings in WebApp

In the top-right corner of the Zarafa WebApp, to the left of the log out link, resides a settings link by which the Settings dialog can be opened. The Settings dialog contains tabs for each context, the following sections cover each of the tabs.

3.12.1. The 'General' tab in WebApp

Figuur 3.37. Settings: Preferences

Language, sets the default language for the WebApp.

3.12.2. The “mail” tab in WebApp

Figuur 3.38. Settings: Compose mail

Compose mail in this format, composing new mails as Plain text or HTML (rich formatting).

Always request a read receipt, turn this on to automatically request read receipts.

Edit signatures…, using the signature dialog from where signatures --for new mails or replies and forwards-- are managed. See Figuur 3.39, “HTML signature”.

Figuur 3.39. HTML signature

3.12.3. The 'Out of Office' tab in WebApp

Here a user can mark himself “in” or “out” of the office. The AutoReply message that is sent automatically in reply to all incoming messages can be specified on this tab as well.

To prevent flooding, AutoReplies are only sent once per day to a specific email address.

3.12.4. The 'Calendar' tab in WebApp

Start and End of workday, specifies the part of the day that is marked as “workday”.

Calendar resolution, to show more available times in the calendar overview.

Default Reminder, wheather or not reminders are added to appointments by default, and if so, how long before the appointment start the default reminder should occur. These setting can be overwritten per appointment.

3.12.5. The “Advanced” tab in WebApp

Here the more advanced settings are stored and settings that have not been placed yet in a settings tab.

Vul de inlog gegevens van de gebruiker in de Gebruiker en Wachtwoord velden.

Click Ok. The personal folders of this user and the public folders will appear as store in Outlook after adding the server in this way.

Click Finish to finalise the profile.

4.1.2. Start Outlook

Start Outlook and make sure the added profile is being used.

This can be set in Control panel>Mail>Profiles… on the bottom of the dialog window.

The private mailbox of the entered user and the public folder will appear as a store in Outlook.

4.2. Outlook connection type

By default, Outlook has an ongoing connection to the Zarafa server and does not store the folders and items on the local hard drive. With the introduction of Zarafa 6.00, it is possible to synchronise all private Outlook data to the local hard drive. Email, agenda and contacts can easily be accessed even if no connection to the server is available. This functionality is only available if the offline storage is enabled (see the connection types below).

The following three options are available for the connection to the server: Online, Detect at startup and Cached Zarafa mode. These will be described in the sections below.

4.2.1. Online

The Online type works the same as in the previous versions of Zarafa. When a network connection to the server is available, Outlook can be started. Whenever the connection to the server is not available email, agenda and contacts can not be accessed.

4.2.2. Detect at startup

With the Autodetect Offline / Online type Outlook checks at startup if the server can be reached. When Outlook has a connection to the Zarafa server all items will be synchronised to the offline storage. When the connection is lost, Outlook will not automatically switch to its offline storage. In order to switch to offline storage, Outlook needs to be restarted.

When Outlook is started and there is not a network connection available, Outlook will show a pop-up message which asks if it is wanted to work offline.

4.2.3. Cached Zarafa Mode

The third type of connection is Cached Zarafa Mode. This type is similar to the caching mode of MS Exchange. If this type is selected, the offline storage will always be used. When there is a network connection available all items of the user`s own store will be synchronised to the offline storage. The first time the Outlook profile is being configured it is required to have a connection to the Zarafa server. After the profile is created and Outlook can be started, all folders and items will be synchronised.

4.2.4. What is the best connection type to choose?

Tabel 4.1. Verbinding type opties

User that uses roaming profiles and logs in on different fixed PC’s in the office

Online

User that works with a fixed PC remote from a sub department over a small bandwidth internet connection

Cached Zarafa Mode

User with a laptop that is inside the office most of the time

Detect at startup

User with a laptop that is always out of the office

Cached Zarafa Mode

User that works on a Terminal Server

Online

4.3. Geavanceerde configuratie

Since version 6.20 two new settings are introduced in order to improve connection to the Zarafa server.

Figuur 4.1. Connection settings

4.3.1. Proxy settings

If the zarafa server is only reachable via a proxy server it is possible to enter the information of the proxy server into the client settings.

4.3.2. Other connection settings

Two other connection settings are configurable:

Compression: Uncheck this option if compression is not wanted. This option is on by default.

Server connection timeout: Depending on the connection quality it is possible to change the timeout to the zarafa server. Default is 30 seconds.

4.4. Favoriete publieke mappen

To have a useful shortcut to the most used public folders use the Favourite folder that can be found under the public folders tree. In order to add a folder to the Favourite folder, right click on a public folder and select Add to Zarafa favourite folder. In Outlook 2007 the Add to Favourites window will appear. In Outlook 2000/2003 the shortcut will be added directly in the favourites folder.

By default only the selected folder will be inserted in the favourite folder — without its subfolders. It is necessary to specify otherwise.

5.1. offline werken

Nadat Outlook in de Cached Zarafa mode of Detect at startup mode is gestart, zijn de synchronisatie onderdelen in beschikbaar. Bijvoorbeeld: De Synchronise knop in de werkbalk, dat de voortgang van de synchronisatie laat zien.

Figuur 5.1. synchronisatie plugin knoppen

Met de configuratie knop kan de synchronisatietijd ingesteld worden.

When synchronisation is started for the first time, the Global Address Book will be synchronysed first.

After the Global Address Book has been synchronised, the Inbox will be synchronised. The most recent emails will be synchronised first.

During the initial synchronisation new email will not be received. New email will be retrieved after the first synchronisation is finished or after Outlook is restarted during the sync. Sending new email during synchronisation, however, will be done immediately.

5.1.1. E-mail verzenden tijdens offline gebruik

When email is sent during offline use, the email will be kept in the Outbox. To send the email when the connection to the server has been reinstated, the Send & Receive button has to be selected.

This action can be scheduled by configuring the Send & Receive settings:

Figuur 5.2. verzenden en Ontvangen instellingen

5.1.2. Limitations of working offline

Things to consider when using “Offline” functionality:

Currently it is not possible to synchronise the favourite folders of the Public Folder or delegate mailboxes.

Public Folders and delegate mailboxes will be directly opened from the server, like the Online Zarafa modus, and are thus not available while working offline.

The synchronisation of a mailbox of 1000MB will take around 1 hour whith a 100Mb/s network connection to the Zarafa server.

In Offline mode it is not possible to open shared mailboxes or set security permissions on folders.

In de Cached modus is de knop Open other user’s folder niet aanwezig.

Currently, shared mailboxes and calendars can only be opened via the button Open shared folders or via the button Open a shared calendar in the calendar section of Outlook.

If it’s not possible to open the Public Folder after being offline, the session is not available on the server. To open the Public Folder again, it is necessary to restart Outlook to set up a new session.

For example, to give user Pete the rights to read and write to items in a folder, first click Add…. After selecting Pete and clicking OK, Pete will show up in the list. After this the right checkboxes can be set; to enable reading and writing only set Read items and Edit items on All.

Tabel 5.1. Uitleg van machtigingen

Machtigingen

Beschrijving

Items aanmaken

De gebruiker kan items aanmaken

items lezen

De gebruiker kan items lezen

Alle items wijzigen

De gebruiker kan alle items wijzigen

Wijzig eigen items

De gebruiker kan alleen zijn/haar eigen items wijzigen

Verwijder alle items

De gebruiker kan alle items verwijderen

Verwijder eigen items

De gebruiker kan alleen zijn/haar eigen items verwijderen

subfolders aanmaken

De gebruiker kan subfolders aanmaken

Mappen zijn zichtbaar

De gebruiker kan de map bekijken

map machtigingen

De gebruiker kan machtingen op de map veranderen

If there are no check boxes selected for a user, then denying permissions are in effect and the user can not access the folder.

By default a user only has read/write permissions on their own folders and is able to create folders in the Public Folders.

The owner is saved with every item. This way, depending on the set permissions, a user is only allowed to delete their own items and not items belonging to other users. The owner of the mail box can always edit or delete all items in his/her mail box, regardless of the owner of the items.

It is possible to give administrative rights to users, after which they have access to the entire Zarafa system. These administrators have the ability to change the permissions on public folders and the folders of each user on the system. Also, every folder or item can be opened by an administrator.

Opmerking

Changed since 5.10: All Access Control Lists (ACL's) on a folder are added together for the user. The rights that are given to groups are thus added to grant the user all the rights they may receive through these groups. This will give the user the maximum combination of access rights that have been configured for the user and for the groups the user is a member of.

5.2.3. Adding or opening folders shared by other users

To add shared folders of other users and to be able to write to or read from it, the following steps should be executed:

Click in Outlook on File and Open Shared Folders….

Figuur 5.5. File menu

Choose in the dialog window the user and the type of folder to be opened, then click OK.

Figuur 5.6. User and folder selection

If Inbox is chosen (permanent), then not only a folder will be opened but an extra mail box will be added in the folder list of Outlook. This folder will appear in a separate Outlook window with the folders described as (temporary).

It is only possible to read or write to this folder after the owner has given the rights to do so. See the previous paragraph about setting permissions.

5.2.4. Adding or removing complete stores of other Zarafa users

In order to delete mail boxes (also called stores) which were added to the list of mail boxes in the folder list of Outlook, the user must do the following:

Figuur 5.7. Folder Properties selection

Figuur 5.8. Zarafa server dialog

After clicking Add, select a user to add his/her store and let the store appear in the folder list of Outlook.

5.3. Restoring deleted items

Because Zarafa uses a so-called Soft Delete system, items removed from view in Outlook can still be restored. This can be done by selecting Tools>Recover Deleted Items.

Figuur 5.9. Recovering deleted items

Select the items which need to be recovered and click on the Restore button to restore the items to the folder they were deleted from. Most items will be restored to the Deleted Items folder.

If Delete is selected, the items will be truly removed from the server, and these items can no longer be recovered. The server has a lifetime on these items, so after a set period of time, the items will be removed.

5.4. Free/Busy updates

When new appointments are created in the calendar, the Zarafa client will update the Free/Busy information. This update will occur some time after the appointment was saved or when Outlook is closed. Other users will not directly see this change in their Free/Busy overview.

When an appointment is created, it is possible to invite other people. If other users are added, the overview will be updated to show the Free/Busy times of the user, making it easy for the organizer to plan the new appointment.

To use the Free/Busy times, the Public Store on the Zarafa server must be available. All the Free/Busy times will be stored in an invisible folder in the Public Store. If a user did not yet login with Outlook or Webaccess and did not create an item in the calendar, the Free/Busy times will not be available.

5.5. Resources

With the resource feature the availibility or scheduling of meeting rooms, beamers, cars or other objects with limited availability in the company is made easy. Resources are allocated through meeting requests.

The following steps show how to allocate a resource:

Create a new appointment in Outlook.

Open the Scheduling tab.

Figuur 5.10. Free/Busy information

Add the name of the resource or select the resource from the Global Address book.

Change the icon Required attendee to Resource or Equipment.

Figuur 5.11. Select the option Resource

Add the other attendees, that will attend the meeting.

Select a free timeslot via the freebusy times and send the meeting to the attendees.

If the resource is available in this timeslot, a pop-up will show that the resource is successfully booked.

Figuur 5.12. Pop-up after the resource is successfully booked

If the resource is unavailable, a different (free) timeslot needs to be selected.

Opmerking

When an all day event is planned, please make sure the appointment is booked as Busy or Out of Office. By default, all day events are set as free and because of that not visible in the freebusy information.

5.6. Out of Office Assistant

Make sure the currently opened folder belongs to the store for which an auto-respond message needs to be set.

Click in the menu of Outlook on Tools, click Out of Office Assistant.

In this dialog window an auto-respond message can be set and the auto-responder can be activated or deactivated.

The first time Outlook is restarted, it will produce a pop-up asking if the auto-respond message should be disabled again.

This message is the same as the one that can be set with the Webaccess.

5.6.1. Out of Office settings for other users

Out of Office settings can be set on stores of other Zarafa users when one has at least Secretary rights on the store.

Open the store in Outlook.

Click on the store in the folder list.

Follow the Out of Office Assistant steps as described above.

Out of Office settings for stores of other users can only be managed using Outlook. It is not (yet) possible to manage it in the Webaccess.

Opmerking

Note that messages can also be delivered to public folders and Zarafa will handle Out of Office auto-responds for the public folders store as well.

5.7. Rules

Select the Inbox folder for which a rule needs to be created, and click in the menu of Outlook on Tools and select Rules and Alerts. Here it is possible to create rules which are processed on the server when a new email arrives.

Figuur 5.13. Rules wizard

There are certain limits to the types of rules that can be made. The condition of the rule can be in any form.

Opmerking

When using Outlook 2003 or 2007, any rule created will automatically have an option called on this machine only. This option needs to be removed so the server can execute this rule.

It is only possible to copy/move or to delete a message. These rules can be created, but they will not be executed on the server. An example of such a rule is to send the mail to the printer, or forward it directly to another email account.

Local rules can still be performed manually by clicking on the Run rules now button in the Rules and Alerts dialog.

Belangrijk

Rules can only be used in Outlook 2002/XP and up. Outlook 2000 is not supported.

5.8. Signatures

Signatures can be set in the Options menu of Outlook. It is important to note that signatures set in Outlook are separate from those set in the WebAccess. It is neccesary to set the signature in both clients separately.

5.9. Signing and encrypting messages

Since Zarafa 6.10 it is possible to use S/Mime certificates. Certificates enables the use of digitally signing emails and/or encrypting emails.

The description in this manual is the manual procedure. An automatic way to receive a certificate is to use Active Directory Services (ADS). The automatic method is not described in the client manual, but will be described in the server manual.

5.9.1. Retrieving a certificate

In order to get a certificate a registration at a Certificate Authority (CA) is needed. Multiple possibilities are available; one is to have the Active Directory (AD) act as a CA, the other is to subscribe to an independent CA, like CaCert (http://www.cacert.org/).

5.9.1.1. Certificates via AD

The company’s AD is configured to act as a CA:

Open Internet Explorer

Go to the following URL: http://<domainserver>/servcrt. If the URL is different, ask the systems administrator for the correct URL.

Click on Request a certificate and on the next page on User Certificate to generate a certificate.

Enter in the field Digital ID Name: the email address for which the certificate is meant.

Click button OK twice.

5.9.2. Check encrypted email settings

Go to Tools>Options>Security tab > click Settings….

Check if the field Security settings Name: contains the S/MIME settings for the email address.

Figuur 5.15. Security Settings

5.9.3. Using the certificate

After entering the certificate into Outlook it can be used to digitally sign outgoing emails or receive encrypted incoming emails.

When a new email or reply is opened two new icons will be present:
(the option to digitally sign messages) and
(the option to encrypt the message contents and attachments).

5.10. Fax Feature

Since version 6.20 it is possible to send fax through Outlook 2003/2007 and a third-party software such as Hylafax.

In order to send a fax:

Open the new e-mail window by clicking the File menu, selecting New and Mail Message.

Go to Options, Format and choose Plain Text.

Fill in the To: field with the following syntax [fax: <fax number>], where <fax number> is replaced with the actual phone number of the fax machine.

Fill in the From: and Subject fields as they will appear in the fax cover.

Enter the mail body as for a normal mail message

Click Send

Figuur 5.16. New fax item

Opmerking

To be able to send fax messages, an administrator needs to install software or adjust settings on the server. Additional information for administrators can be found on the wiki article Fax server integration.

5.11. Delegation

Since Zarafa 6.20 two kinds of delegation are available: Send on behalf and Send as. In earlier versions, only Send on behalf is available.

5.11.1. Send on behalf of permissions

Send on Behalf permissions: if a user grants the appropriate permission to another user, the latter can send items on behalf of the other user. In this case an email or meeting request will be sent showing it was on behalf of the other user. The recipient will see in the From: field something similar to ‘_<delegate> on behalf of <user>_’. For example Pete enters the inbox of info and sends an email on behalf of the non-active user info, the following would be seen:

Figuur 5.17. Zarafa delegates

5.11.2. Send as

Send As permissions: the system administrator can grant permission to user B to send as user A. The recipient(s) will not see that user B actually sent it; only user A appears in the From: field. See the Administrator manual on how to grant Send As permissions to users.

Figuur 5.18. Show From: field in new email

Opmerking

Due to security reasons the send as permission is only configurable by the administrator on the Zarfa server. However, this setting can always be overruled by the user itself and the old on behalf of permission can still be set by the user.

Opmerking

If the (bounce) message below is returned when sending an email on behalf of, please contact the systems administrator.

You are not allowed to send as the given user.

Belangrijk

Due to the introduction of the Send As permissions in Zarafa 6.20 the previous abilities to send on behalf of are reset when upgrading to version 6.20 or higher; an administrator or the user who wants to delegate has to give the rights or permissions again.

Keep in mind that Send on Behalf permissions always overrules Send As permissions so a user can always choose not to let another user (mis)use send as permissions.

User’s calendar in user’s store. Make sure the calendar name is in the store.

http://server:8080/caldav/<user>/<subcal>

User’s self created subcalendar in the user’s own store. Location through actual subfolders in Zarafa is irrelevant.

http://server:8080/caldav/<other-user>/<calendar-name>

Other-user’s shared calendar

http://server:8080/caldav/public/<kalendar>

Kalendermap in de gemeenschappelijke map

http://server:8080/caldav/<user>/

User’s default calendar. Although this works for most clients, this URL is not recommended.

Gebruik voor de Mac OS X iCal client:

URL voor de Mac OS X iCal client

Agenda

http://server:8080/caldav

agenda lijst van de gebruiker

http://server:8080/caldav/<andere-gebruiker>

Agenda lijst van andere gebruikers

http://server:8080/caldav/public

Lijst met gemeenschappelijke mappen

The format and capabilities of iCalendar and MAPI recurrence types are very different. The conversion of this information is not always the same, or not even possible at all at times. Following is a list of known recurring appointment types that cause problems:

Recurrence type

Description

Monthly every day of a week

Convert to weekly every day of the week

Yearly every day of a week in month x

Not supported

Opmerking

The <other user> or <user>/<calendar> is only reachable if the correct permissions are available. Please make sure the user has not only the appropriate calendar permissions, but also "Folder visible" permissions on the mailbox of the other user.